Office Services Supervisor

Suffolk Construction; Boston (MA); On-site; USD 52,000 - 76,000; Full time

Benefits offered by this job

Competitive salaries

Medical benefits

Dental & Vision

Paid time off

401k with match

Commuter benefits

Job summary

Suffolk Construction in Boston is seeking an experienced Office Administrator/Facilities Coordinator to support front desk operations, mailroom, invoicing, and vendor management. The role requires strong communication, organizational skills, and the ability to work independently within a team.

You will greet visitors, handle calls, coordinate meetings and events, manage office supplies, maintain common spaces, and partner with facilities and vendors to keep the office running smoothly in a

Qualifications

• Strong communication and customer service skills.
• Attention to detail and follow-through.
• Ability to work independently and as part of a team.
• Proficient with Microsoft Office Suite (Outlook, Word, Excel).
• Valid driver’s license and ability to obtain OSHA 10 and CPR/First Aid certification.

Responsibilities

• Greet visitors at the front desk and answer phone calls.
• Manage mailroom operations and courier services.
• Coordinate meetings, events, and office relocations.
• Oversee vendor accounts and office supplies.
• Assist with invoicing for FedEx, UPS, and USPS accounts.
• Maintain a clean, organized office and common areas.

Skills

Excellent communication

Customer service

Attention to detail

Independent worker

Team player

Follow-through

Education

High school diploma

Tools

Microsoft Office

Job description

Overview

About Suffolk

Suffolk is a national enterprise that builds, innovates, and invests. We provide value across the entire project lifecycle through our core construction management services and complementary business lines in real estate investment, design, self-perform construction, and technology start-up investment (Suffolk Technologies). By integrating data, artificial intelligence, and advanced technology through our Seamless Platform, we connect design, construction, and operations to deliver smarter, more predictable results and redefine how America builds.

Suffolk - America's Contractor - is a national company with more than $9 billion in annual revenue, 3,000 employees, and 17 offices, including Boston (headquarters), New York City, Miami, West Palm Beach, Tampa, Estero, Dallas, Los Angeles, San Francisco, San Diego, Las Vegas, Herndon, U.S. Virgin Islands, and other key markets. Suffolk manages some of the most complex and transformative projects in the country, serving clients across healthcare, life sciences, education, gaming, aviation, transportation, government, mission critical, and commercial sectors. Suffolk is privately held and is led by founder, chairman and CEO John Fish. Suffolk is ranked #8 on ENR's list of "Top CM-at-Risk Contractors." For more information, visit www.suffolk.com and follow Suffolk on Facebook, Twitter, LinkedIn, YouTube, and Instagram.

Benefits

• competitive salaries
• auto allowances and gas cards for certain roles
• access to market leading medical and emotional and mental health benefits
• dental
• vision insurance plans
• virtual care options for physical therapy and primary care
• generous paid time off
• 401k plan with employer match and access to expert financial resources
• company paid and voluntary life insurance
• tax deferred savings accounts
• 10 backup daycare days each year
• short- and long-term disability
• commuter benefits

Responsibilities

Key Responsibilities:

• Supervise Reception Mailroom staff.
• Director of First Impressions
• Facilities and Office Coordinator
• Office Administration : Greet visitors at the front desk, answer phone calls, and manage courier services. Keep office areas organized and well-stocked, including print/copy rooms, kitchenettes, and common spaces. Inspect and maintain kitchenette equipment to ensure it is in good working order.
• Mailroom Operations : Process incoming and outgoing mail, operate postage machines, and prepare shipments. Assist with new hire setups, office relocations, and manage office supplies and business card orders.
• Facility Services : Collaborate with the Facilities staff to maintain clean and well-kept property. Set up and break down meetings and events, occasionally working evening hours as needed. Ensure the set-up and appearance of exterior common areas are maintained.
• Oversees Vendor Accounts
• Iron Mountain shredding and storage
• WB Mason Office Supplies
• Invoicing for FedEx, UPS, and USPS Accounts
• First Aid and Defibrillator Account
• Interact with clients, visitors, vendors, and all departments with the company

Qualifications

• Excellent communication and customer service skills
• Attention to detail
• Ability to work independently and as part of a team
• Resourceful, flexible, and enthusiastic with excellent follow-through skills
• Graduation from high school and (7) years of work experience in office services or any equivalent combination of experience and training which provides the required knowledge, skills and abilities of a supervisor.
• Basic computer skills including internet and Microsoft Office Suite programs (e.g., Outlook, Word, basic Excel).
• Requires a valid driver's license and a registered vehicle
• Ability to successfully complete OSHA 10 hours and CPR / First Aid certification upon hiring
• Ability to maintain a detailed recordkeeping system and prepare correspondence relating to reports and inquiries

Working Conditions

While performing the duties of this job, the employee is regularly required to sit for long periods of time; talk or hear; perform fine motor, hand and finger skills in the use of a keyboard, telephone, or writing. The employee is frequently required to stands; walk; and reach with arms and/or hands. Specific vision abilities include close vision, distance vision, depth perception and the ability to adjust focus. The employee will spend their time in an office environment with a quiet to moderate noise level. Job site walking.

EEO Statement

Suffolk provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, s